Restaurant booking system: how to choose
Most booking systems look alike in a demo. The differences show up on a fully booked Friday. This guide covers what actually matters — features, cost model and no-shows — written by the team behind Dinebase.
1. Start with how you take bookings today
Phone and email work until volume grows. A system should remove double bookings, answer guests instantly and free up staff time. Count how many bookings you take per month — that decides which cost model pays off.
2. Features that matter in daily operation
- A floor plan with sections, not just a list of time slots.
- A live service view staff will actually use under pressure.
- A waitlist for when you're full.
- SMS reminders — the single biggest lever on no-shows.
- Card capture and deposits for exposed times and large parties.
- Reporting on covers, no-shows and occupancy.
3. Understand the cost model
There are three common models: a flat price per restaurant, a fee per booking, and a per-guest commission via a marketplace. Flat pricing is predictable and rewards high occupancy. Per-booking fees are cheaper at low volume. Per-guest commission costs most exactly when business is good, and you rarely own the guest data.
| Model | Suits | Risk |
|---|---|---|
| Flat price per restaurant | Steady or high volume | Expensive at very low volume |
| Fee per booking | Small and new venues | Scales badly as you grow |
| Commission per guest | Pure new-guest acquisition | High variable cost, you don't own the guest |
4. Don't forget the SMS cost
SMS is rarely included in the subscription. Always ask what one SMS costs and multiply by your monthly bookings. In Dinebase, SMS is 2 SEK on the Dinebase plan and 1.50 SEK on Pro. Lite doesn't include SMS reminders.
5. Do the maths on no-shows
No-shows cost more than the subscription. A reminder the day before, clear cancellation links and — where needed — card capture or a deposit on exposed times is the combination that works. Card capture, deposits and late-cancel fees are part of Dinebase Pro.
6. What Dinebase costs
Dinebase Lite: 50 SEK/month (500 SEK/year) plus 5 SEK per confirmed booking. Dinebase: 900 SEK/month (9,000 SEK/year) with unlimited bookings, full floor plan, live service view and waitlist. Dinebase Pro: 1,700 SEK/month (17,000 SEK/year) with card capture, deposits, late-cancel fees and cheaper SMS. Pricing is per restaurant location and excludes VAT.
Frequently asked questions
Which booking system is cheapest for a small restaurant?
At low volume, a low monthly fee plus a per-booking charge is usually cheapest — like Dinebase Lite at 50 SEK per month plus 5 SEK per confirmed booking.
Do we need card capture?
Not always. If you have recurring no-shows on Fridays, Saturdays or with large parties, card capture and deposits make a measurable difference. It's included in Dinebase Pro.
Can we switch systems without losing bookings?
Yes. Run the new system in parallel during the trial, move the widget on your site once staff are comfortable, and let existing bookings run out in the old system.
Want to compare against your current setup?
Send us your volumes and we'll work out what Dinebase would cost your restaurant.